|
AFF meeting minutes for 10/9/09
In attendance to this meeting were Sheila Campbell, Heather Redding, Mitzi DeMont, Dana Lysons by phone and Karilynn Stachowicz (for consulting purposes) by phone.
First order of business was discussing business cards, magnets, pens and other marketing materials; Andrea Dufford volunteered to print our first 1000 business cards when we have a proof. Dana to continue setting up proof.
Heather emailed each of us a copy of a waiver form that we can use for volunteers, fund-raising rides, etc.
Advertisement ideas were needed. Heather came up with decal stickers, Dana and Karilynn were discussing online customizing products through websites like Café Press.
Discussed registering with the Better Business Bureau.
Discussed the future and having enough volunteers to have specific responsibilities suited to each volunteer. Ex- grant writer, adoption counselor, fund raising coordinator, etc.
Karilynn suggested we look for a business or businesses that would sponsor us by taking donations through either their websites or a donation jar on their counter. This would also help spread the word out about us! Ideas to raise money include posting money jars at businesses (with a clear container, resulting in more donations), hosting raffles, printing a recipe calendar, and personalizing donations to specific rescue animals.
Karilynn suggested having up-close and personal pictures of all the rescue equines on the website to invoke a more personal interaction from visitors. Also suggested was to send a thank-you note to each donor.
Further discussion of the 501(c)(3) status. Dana emailed it to the group. Expense of the 501(c)(3) is $750, we will discuss fund raising for this at next meeting. Dana has been working on projecting revenues and expenses for the future. We also need to establish contact info, such as our P.O. Box, and a 1-800 phone number (which Dana volunteered to work on.) Sheila and Dana are to work together on the form in the upcoming evenings. Update at next meeting.
When finished, we will have an accountant review the 501(c)(3) for us. Our goal is to have it finished by the 1st of the year.
Discussed our first fundraiser- would like to start planning for the Easter Egg Ride in the spring. Sheila has a friend (Tamarie Smith) that has hosted these for friends in the past, she will contact her to see if she would be interested in helping. Several details to iron out- making flyers (Dana volunteered for this), advertising on radio stations, where to have it (Sheila will email other groups that have hosted rides in the area to get ideas of legal limitations), set a date, if we need to recruit help to man the tables/booths, if we want a refreshment booth (may depend upon budget at the time). Guest limit set- shall be 75, prices shall be $10 if you signup before and $15 at the gate. Tentatively set an age restriction limit at 12+ yrs. Discussed having intermediate and advanced levels. Need to get some prizes- can include our marketing items. Need marketing items to sell (t-shirts, etc.) Sheila (and possibly Tamarie) will work on a "rules to the game" list.
Sheila discussed starting email list that people can sign up for from the website, etc; will email the list when we host events and for sending other interesting tidbits. Dana will add this sign-up button to the website.
Karilynn will also join in our next meeting by cell phone with Dana.
Our next meeting will be set for Friday 11/13/09 when everyone can get off work and it will be at Sheila's again.
|
